Showing results for 
Search instead for 
Did you mean: 
Frequent Visitor

Powerapps Connection, PDF Viewer and Flows

Hello guys,

I have created an app and it works good for me as an owner, but I have a feeling I have done things wrong.. really wrong

to make it clear, my app is to view suppliers divisions, catalogs and videos, no problem with divisions and videos its all good, but my problem is in the pdf viewer

my suppliers have divisions (Categories), each supplier has about 6-10 categories

for each category there are like 10-15 catalog.


I have many question please bear with me:

1. what is the best practice to store pdf documents to view later on pdf viewer, should I create a site for each Supplier, and inside this site create document libraries for each category?


should I create a separate site for each category regardless the supplier and name the site with the [supplier name/category] and upload this category pdf catalogs to the main document library?


as a very fresh user of powerapps, I have tried doing the first way, but on powerapps connections, it was as if the New document libraries I created were invisible and it only took files only from the main documents that was already there, so I tried to upload the categories in folders to the main documents library, but on the powerapps gallery, it only showed the folders names and upload date.. it just wouldnt let me create connection for whats inside the main documents library Folders and this was useless in my case, so I had to go to the second way which is so time consuming... because I had to create site for each category as add their pdf files 


2. I have followed the youtube video on how to create a flow to view PDF files on PDF viewers and it worked perfectly..

but when I shared the app with my colleagues, no one was able to browse the PDF files in the pdf viewer by clicking on gallery except for me (the owner).

so I read that we have to share the flow to have the users be able to see the PDF Files.. BUT, the flow gives me only one option, is to make the users the actual owners, for which they can edit it however they want which is very critical this case and it is not practical... Is there away to share the flow with users so that they can see the PDF files and yet not make them the owners and not being able to edit the flow?


Sorry for the long explanation, I hope it was clear




Accepted Solutions



Yes, there is no need to create a separate site for each category. Just create all category document library in the one site.

If you cannot find the document library in SharePoint connection list, try to use Document library Grid ID instead of library name, please follow the steps, 

1. click Library Setting

2. copy the grid id from URL


3. paste the grid id into custom table name in SharePoint connection list, then click Connect


Hope this helps


View solution in original post

Community Support
Community Support



Could you share more details and screenshots with your first question? I feel confused.

To your second one, the Flow trigger from PowerApps is not able to share the read-only permission, and there is no need to go out of your way to share the flow, because the flow was also shared when you shared the app.

I guess the main issue is that you don't share the Sharepoint site permission, you have to add all users to the group membership.

Only then users can read the SharePoint files.


Hello Sik,


This is an example of a site that has two document libraries (Image 1)

when I try to connect powerapps gallery to my site, it only lists the (Documents) Library, and it does not give me any way to choose the other document library (Analytical Balances) (they both contain PDF, but I need multiple libraries since I have multiple Categories, even if I created categories as folders inside the (Documents) it also doesn't see it when I connect it to the gallery, it only shows the folder name and date created..


what I have done is I created a separate site for each category (Image 2), and in each site uploaded my PDF Files to the (Documents) as in (Image 3)


This way my gallery could fetch the list and I could then create the flow based on this site and this list...


but I have a feeling I am doing this the wrong way, because I have shared the app with one user as a test, and when I shared the app I selected the option to share the documents too with the app, but still the user could not see any list or anything in the PDF Viewer...


also, Later on I'm gonna have to share the app with 29 users, It is so time consuming to share the documents and sites one by one for 29 users each time...


Am I even using Sharepoint the right way? :'(


Thank you



Yes, there is no need to create a separate site for each category. Just create all category document library in the one site.

If you cannot find the document library in SharePoint connection list, try to use Document library Grid ID instead of library name, please follow the steps, 

1. click Library Setting

2. copy the grid id from URL


3. paste the grid id into custom table name in SharePoint connection list, then click Connect


Hope this helps


Thank you Sik, it works perfectly now 🙂

Helpful resources


Tuesday Tips: Getting Started in the Community

TUESDAY TIPS is back!   This weekly series of posts is our way of sharing helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! The original run of Tuesday Tips was a highlight of last year, and these all-new Tips will hopefully prove to be just as informative as helpful. We will cover some basics about the Community, a few "insider tips" to make your experience even better, and sharing best practices gleaned from our most active community members and Super Users. Make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   THIS WEEK: I'm Brand New! What Do I Do? The number of new community members we have each week is pretty amazing, and we are so glad to welcome all of you to the Community! You may be wondering. "What do I do? Where do I get started? Will anyone be willing to help me? What I have a question? Help!"   Let's start with this: Welcome to the low-code revolution, and more importantly, welcome to the Power Platform Community! This is a great place to start. Whether you're busy with Power Apps, getting familiar with Power Automate, engaging Copilot Studio, or building in Power Pages, there are a few key places you should check out as you begin your journey: FORUMS: The forums are THE place to ask questions, look at questions asked by other Community members—and see answers and solutions from our Super Users and other helpful people in the Community. Power Apps ForumsPower Automate ForumsCopilot Studio ForumsPower Pages Forums   NEWS & ANNOUNCEMENTS: Our News & Announcements section highlights the newest and greatest updates in the Community, news from the product team, and so much more. It’s updated a few times each week and will also help you find ways to connect with what’s going on in the ever-growing world of Power Platform. Power Apps News & AnnouncementsPower Automate News & AnnouncementsCopilot Studio News & AnnouncementsPower Pages News & Announcements   GALLERIES: The Galleries section of the Community features tons of tips and tricks, features and benefits, and more—through videos created by our Super Users, product teams, and other helpful members of the Community. Power Apps GalleriesPower Automate Galleries Copilot Studio GalleriesPower Pages Galleries BLOGS: The community blogs section is full of handy step-by-step tips from members of the Community—and some of them include detailed answers to some of the questions most frequently asked questions, as well as how they solved a problem they faced. Power Apps Community BlogPower Automate Community BlogCopilot Studio Community BlogPower Pages Community Blog POWER UP PROGRAM: If you’d like to really take a huge step forward in your journey, we recommend checking out the Power Up Program, a Microsoft-sponsored initiative that trains new Power Platform users and has been a huge success since it launched a little over a year ago. There’s a waiting list, so definitely apply soon if you’re interested! Find out more here: Microsoft Power Up Program for career switchers.   There's so much more you'll discover in your Power Platform experience, and this Community is here for YOU! We are glad you've discovered us and can't wait to see where you grow! If you're new to the Community and just getting started, make sure to give this post a kudo and introduce yourself so we can welcome you!

Super User of the Month | Drew Poggemann

As part of a new monthly feature in the Community, we are excited to share that Drew Poggemann is our featured Super User for the month of February 2024. If you've been in the Community for a while, we're sure Drew's name is familiar to you, as he is one of our most active contributors--he's been a Super User for five consecutive seasons!   Since authoring his first reply 5 years ago to his 514th solution authored, Drew has helped countless Community members with his insights and expertise. In addition to being a Super User, Drew is also a User Group leader and a Microsoft MVP. His contributions to our Super User sessions and to the new SUIT program are always welcome--as well as his sense of humor and fun-loving way of sharing what he knows with others.   When Drew is not solving problems and authoring solutions, he's busy overseeing the Solution Architecture team at HBS, specializing in application architecture and business solution strategy--something he's been doing for over 30 years. We are grateful for Drew and the amazing way he has used his talent and skills to help so many others in the Community. If you are part of the SUIT program, you got to hear some great tips from Drew at the first SUIT session--and we know he still has much more to share!You can find him in the Community and on LinkedIn. Thank you for all you do, Drew!

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Our team will be reviewing posts using the new "Copilot Studio" label to ensure we highlight and amplify the most relevant and recent content, so you're assured of high-quality content every time you visit. If you share a post that gets featured in the curated gallery, you'll get a PM in the Community to let you know!The curated gallery is ready for you to experience now, so visit the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community. We can't wait to see what you "cook" up!      

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly New User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Top Solution Authors
Top Kudoed Authors
Users online (4,195)